Fire safety guide for residential building managers

Your role in fire safety

Building managers typically fall into one of these categories:

• Employed by the freeholder or management company - you carry out fire safety duties on behalf of the responsible person
• Employed by a managing agent - you implement the fire safety arrangements the agent has agreed with the building owner
• Resident building manager - you live on site and manage the building day-to-day
• Caretaker or concierge with fire safety duties - fire safety is part of your wider building management role

In all these cases, the responsible person retains legal liability for fire safety. However, you are the eyes and ears on the ground. If you fail to report problems or carry out assigned duties, the responsible person may not know about risks - and this could contribute to a serious incident.

Understanding the responsible person

Fire safety law places duties on the 'responsible person' - whoever has control of the building. In multi-occupied residential buildings, there are often several responsible persons:

Your relationship with the responsible person

As a building manager, you should:

• Know who the responsible person is for your building (there may be more than one)
• Understand what fire safety duties have been delegated to you
• Have clear written instructions about what you are expected to check and how often
• Know who to report problems to and the expected response times
• Understand escalation procedures if urgent issues are not addressed

If your duties are unclear, ask your employer or the managing agent to confirm them in writing. This protects both you and them.

Daily and weekly fire safety checks

Building managers should conduct regular checks to ensure fire safety measures remain effective. These checks do not require specialist knowledge - they are about identifying obvious problems before they become serious.

Daily checks (visual inspection during normal rounds)

• Escape routes clear - no items stored in corridors, stairwells, or lobbies
• Fire doors closed - not wedged or propped open (unless fitted with automatic release)
• Exit signs visible - illuminated signs working and not obscured
• No obvious fire hazards - rubbish accumulation, electrical issues, combustible items near heat sources
• Access routes clear - ensure fire service access is not blocked by vehicles or obstructions

Weekly checks

• Fire alarm test - activate a different manual call point each week; confirm alarm sounds throughout the building; record the test
• Fire door operation - check self-closing mechanisms on communal fire doors; ensure doors close fully and latch
• Emergency lighting check - brief visual check that emergency lights are illuminated
• Fire extinguishers in place - confirm extinguishers are present and not obviously damaged or discharged

Fire door inspection management

Fire doors are a critical line of defence in residential buildings. They contain fire and smoke within compartments, protecting escape routes and giving residents time to evacuate safely. The Fire Safety (England) Regulations 2022 introduced mandatory inspection requirements for buildings 11 metres or higher.

Your role in fire door inspections

As a building manager, you may be responsible for:

• Conducting the inspections yourself (if trained and competent)
• Coordinating access for specialist fire door inspectors
• Contacting residents to arrange flat entrance door inspections
• Reporting defects to the managing agent or responsible person
• Tracking remedial works to ensure they are completed
• Maintaining records of all inspections and repairs

Quarterly inspections - communal fire doors

Annual inspections - flat entrance doors

What to check during fire door inspections

Whether you conduct inspections yourself or supervise contractors, you should understand what makes a fire door effective:

• Self-closing mechanism - door must close fully from any angle without assistance
• Intumescent strips - fire-resistant strips around the edge that expand in heat; check they are intact and not painted over
• Smoke seals - rubber or brush seals that prevent smoke passage; check they are present and undamaged
• Gaps around frame - should not exceed 3mm when door is closed
• Hinges - typically three hinges on fire doors; check all are secure
• No damage or modifications - holes, letterboxes (unless fire-rated), cat flaps, or other modifications compromise fire resistance
• Glazing - any glass must be fire-rated with appropriate certification
• Door leaf integrity - no warping, splitting, or significant damage

Dealing with resident access for flat door inspections

Getting access to inspect flat entrance doors can be challenging. The law requires 'best endeavours' - you must make reasonable attempts to gain access. Document your efforts:

1. Write to residents explaining the inspection requirement and why it matters
2. Offer multiple appointment times including evenings and weekends
3. Make follow-up contact if residents do not respond
4. Record all attempts to make contact and any refusals
5. If access is persistently refused, report this to the responsible person

You cannot force entry, but persistent refusal should be escalated. The responsible person may need to seek legal advice on enforcement through lease terms.

Working with managing agents

Many building managers work alongside or are employed by managing agents. Clear communication is essential to ensure fire safety duties are not missed or duplicated.

Clarify responsibilities

Establish clearly with your managing agent:

• Who conducts routine checks - are daily/weekly checks your responsibility?
• Who arranges specialist inspections - fire risk assessments, fire alarm servicing, extinguisher maintenance?
• Who manages fire door inspections - do you conduct them, or does the agent use contractors?
• How defects are reported - is there a portal, email address, or phone number?
• What response times apply - how quickly should urgent issues be addressed?
• Who maintains records - and where are they kept?

Reporting defects and issues

When you identify a fire safety issue, report it promptly and in writing. Include:

• Date and time you identified the issue
• Specific location (floor, door number, stairwell)
• Description of the problem with photos if possible
• Any immediate action you have taken
• Your assessment of urgency

Keep a copy of every report you make. If an issue is not addressed within a reasonable time, escalate it in writing and keep records of the escalation.

If urgent issues are not addressed

If you report a serious fire safety defect and your managing agent or the responsible person does not act, you face a difficult situation. Consider:

1. Escalating to more senior management in writing
2. Keeping detailed records of your reports and the lack of response
3. If there is imminent danger to residents, contacting the local Fire and Rescue Authority

You have a duty to report hazards you observe. If you do so properly and in writing, you have discharged that duty. The decision to act (or not act) then rests with the responsible person.

Resident liaison on fire safety

Building managers are often the main point of contact for residents on fire safety matters. The Fire Safety (England) Regulations 2022 require responsible persons to provide fire safety information to residents.

Information residents should receive

Your role in resident communication

As a building manager, you may be responsible for:

• Distributing fire safety information to new residents
• Updating information when evacuation strategies or procedures change
• Answering resident questions about fire safety measures in the building
• Receiving and recording concerns reported by residents
• Explaining why fire doors must remain closed and why escape routes must be kept clear

Common resident issues

You will regularly encounter residents who:

• Prop open fire doors - explain this defeats the compartmentation that protects them; if doors are heavy, the responsible person may need to consider automatic door closers linked to the fire alarm
• Store items in corridors - explain fire safety regulations prohibit this; items must be removed
• Disable smoke detectors - if in communal areas, reinstate immediately; in flats, remind residents this risks their lives
• Refuse access for inspections - explain legal requirements and why inspections protect them
• Have concerns about cladding or external walls - refer them to the managing agent or responsible person who can explain the fire risk assessment findings

Handling resident complaints about fire safety

If a resident raises a fire safety concern:

1. Take it seriously and thank them for reporting it
2. Record the concern in writing with date, location, and details
3. Investigate personally if it is something you can assess
4. Report to the managing agent or responsible person as appropriate
5. Follow up to ensure the concern is addressed
6. Inform the resident of the outcome

Emergency procedures

You must understand the building's evacuation strategy and your role if a fire occurs.

Know your building's evacuation strategy

Most purpose-built blocks of flats operate a 'stay put' policy. This means:

• If there is a fire in another flat, residents stay in their own flats (which are designed as fire-resistant compartments)
• Only the flat where the fire originates evacuates
• Residents only leave if fire or smoke directly affects their flat or they are told to evacuate by the fire service

Some buildings, particularly those with identified defects in compartmentation or cladding, operate simultaneous evacuation. This means everyone evacuates when the alarm sounds.

As a building manager, you must:

• Know which strategy applies to your building
• Understand why that strategy was chosen (based on the fire risk assessment)
• Ensure residents know what to do
• Know if there is a Personal Emergency Evacuation Plan (PEEP) for any vulnerable residents

Your role in an emergency

If you are on site when a fire occurs or the alarm activates:

1. Do not put yourself at risk - your safety comes first
2. Call 999 if not already done - even if you think it may be a false alarm
3. Assist evacuation if safe to do so - help residents who need assistance; know where vulnerable residents live
4. Do not fight the fire unless it is small and you are trained and confident
5. Meet the fire service - provide building information, location of any known residents, and any information about the fire
6. Prevent re-entry until the fire service confirms it is safe

Personal Emergency Evacuation Plans (PEEPs)

If your building has residents who would need assistance to evacuate (mobility impairments, sensory impairments, cognitive impairments), there should be a PEEP in place for them. As building manager, you should:

• Know which flats have PEEPs in place
• Understand your role in implementing the PEEP (if any)
• Know where PEEP information is stored for fire service access
• Report to the responsible person if you become aware of a resident who may need a PEEP

Keeping records

Fire safety record keeping is not just about compliance - it is your evidence of due diligence if something goes wrong. Fire and Rescue Authorities routinely request records during inspections, and they will be critical evidence in any prosecution.

Records you should maintain or contribute to

How long to keep records

Fire safety records should be kept for at least 3 years as a minimum. Many organisations keep them for longer. Fire risk assessments should be kept indefinitely or until superseded.

Where records should be kept

Records should be:

• Accessible to the responsible person - they are legally responsible and need access
• Available to Fire and Rescue Authority - inspectors can request records at any time
• Backed up - if using electronic systems, ensure regular backups
• Organised by date and type - so specific records can be found quickly

For buildings 18 metres or higher, specific records must be kept in the secure information box for fire service access.

What happens if things go wrong

Fire safety failures can lead to serious consequences including prosecution. Since the Grenfell Tower fire, Fire and Rescue Authorities have increased enforcement activity significantly.

Your personal liability

As a building manager, you are unlikely to be the 'responsible person' under fire safety law. However, you could potentially be liable if:

• You were specifically responsible for fire safety tasks and failed to carry them out
• You were aware of serious defects and failed to report them
• You provided false information or falsified records

The best protection is to:

1. Understand your duties and carry them out diligently
2. Report all defects promptly and in writing
3. Keep records of everything you do
4. Escalate issues that are not addressed

Cooperating with Fire Authority inspections

Fire and Rescue Authority inspectors can visit at any time, announced or unannounced. If an inspector arrives:

• Cooperate fully and provide access to all areas
• Provide records when requested
• Answer questions honestly
• Notify the managing agent or responsible person immediately

Obstructing a fire safety inspector is a criminal offence.

Action checklist for building managers